Best Practices for PCQI in Record-Keeping

• As mandated by the Food Safety Modernization Act (FSMA), PCQIs are responsible for overseeing the implementation of preventive controls and verifying that all necessary records are maintained and reviewed to uphold safety standards. This process involves meticulous scrutiny of documentation to identify any potential hazards, deviations, or areas for improvement, ultimately safeguarding consumers from foodborne illnesses.

How often should a PCQI review records?

A Preventive Controls Qualified Individual should review records regularly as part of their responsibilities in maintaining food safety. The frequency of record review depends on various factors, including the type of facility, the complexity of the food safety plan, and regulatory requirements.

Here are some general guidelines:

Daily or Ongoing Review

Some critical records may need daily review. For example:

• Monitoring Records: These track critical control points (CCPs) and preventive controls during production

• Sanitation Records: To ensure proper cleaning and sanitation practices

• Temperature Logs: Especially for perishable foods

• Supplier Verification Records: For ingredients and raw materials

Weekly or Monthly Review

Less critical records can be reviewed weekly or monthly. Examples include:

• Training Records: To verify that employees are adequately trained

• Maintenance Logs: For equipment maintenance

• Calibration Records: Ensuring measuring instruments are accurate

• Receiving and Shipping Records: For traceability

Periodic and Annual Review

Some records may require less frequent review, such as:

• Validation and Verification Records: These demonstrate that preventive controls are effective.

• Food Safety Plan Reanalysis: Typically done annually or when significant changes occur. However, this is should be done at least once every three years.

Risk-Based Approach

Consider the risk associated with each record. High-risk areas may need more frequent review.

Remember that consistency and thoroughness are essential. Regular record review helps identify trends, deviations, and areas for improvement, ensuring the safety of food products. Always follow any specific regulatory requirements applicable to your facility.

Summary

• Maintaining accurate records is essential for ensuring food safety compliance, with PCQIs playing a critical role in this process. PCQIs should conduct regular reviews of records, considering factors like the type of facility, the complexity of the food safety plan, and regulatory requirements. Effective practices for accurate record-keeping include clear documentation procedures, timely recording, accuracy checks, standardized formats, complete information recording, signatures and approvals, secure storage, regular audits, training and awareness, and staying informed about regulatory requirements. By adhering to these practices, PCQIs can uphold food safety standards, prevent foodborne illnesses, and protect consumers.